How to Edit and Send a Microsoft License Contract to a Customer

This article covers contracts for licenses that are billed per user or per license only. It does not apply to:

1. Azure or other usage-based subscriptions
   
2. Add-on licenses such as Extra File Storage that are not tied to a specific user
   
3. Upgrades to existing annual Microsoft licenses (for those, use the separate template: Upgrade for Microsoft 365 – Agreement)
   

Use the contract template in Geek Girls IT Team Site - Documents\Service Offerings\Microsoft 365. It’s called Microsoft 365 Agreement - no Azure or other arrears billing. 

Save a new copy in the customer's client folder, rename the copy to an appropriate name, and carefully edit the items in red on the copy. 

The products in red are only samples.  There is one sample for an annual subscription (with option to bill annually or bill monthly) and one sample for a monthly subscription. Please make sure the actual quantity, price and product name are correct. 

You may be adding multiple subscriptions to the same contract. In any case, make sure you specify the details for each subscription. 

Confirm the lines for the Renewal Date and Total (“Monthly total...” or “Annual total...”) and Price per license (“per month” or “per year”) all match the subscription type.

Finally, remove or edit the examples before saving and uploading the document to DocuSign. 

Nothing in blue or black should be deleted.

TIP: Subscription Start and Renewal Date

In the template, under each subscription, there is a line for "Renewal Date."

For monthly subscriptions, use this verbiage: 

Renewal Date:  Renews monthly on the same day of the month on which subscription became effective.

For annual subscriptions, use this verbiage: 

Renewal Date:  Renews every 365 days starting from the day on which subscription became effective. 

Docusign

There is a template in Docusign for sending Microsoft agreements. Make sure the fields in Docusign are in the right place, as the length of the document can change: signature, name, title, company name for both GGIT (GGIT signor should be Roberta) and the customer.

The signing order should be customer first.

After reviewing everything carefully for accuracy, you can send the agreement via Docusign. 

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